Staff User Manual - New York State Contract System
Contents
1. Until the utilization report is accepted or returned you can reverse the status of this record Reverse _D B2Gnow Support e support b2gnow com Page 14 23 B2GNEQW UTILIZATION REPORTS Flagging records When reviewing payment records you have the option of flagging the record with a comment You flag records to let the submitting agency know there was an issue with a record and then you return the utilization report to the agency for further updates Once a payment record has been flagged the utilization report cannot be accepted It must be returned for update to the submitting agency To flag a record 1 On the Utilization Reporting Payment List page click the View hyperlink for the record you want to view 2 Inthe bottom box enter the reason you are flagging the record You can flag an issue with this record by entering a comment below Once the record is flagged you must return the report to the organization for update and resubmission Flag With Comment 3 Click Flag With Comment To reverse a flagged record 1 On the Utilization Reporting Payment List page click the View hyperlink for the record you want to view 2 Click Reverse at the bottom of the page Utilization Information Record Status Issue flagged by reviewer Industry C Commodities Product Code E Transportation Communication and Sanitary Services Contract Number Z025 PO or Contract Date 7 2 2010 Date Paid 7 2 2010 Amount Pai2. e Not certified but approved by reviewer The vendor was not certified at the time of the transaction award initiation or payment but the approving agency approved your agency s request for consideration To edit a record 1 Open the report for which you want to edit records 2 On the Utilization Reporting View Utilization Report page click the View Add Expenditure Details button e Click the Edit hyperlink for the record you want to update To add missing data enter or select the data as needed 5 To request consideration for a non certified firm in the Goal Type comment area enter your request Utilization Information Fiscal Year Fiscal Quarter Transaction Description Industry Product Code Contract Number Purchase Order Number PO or Contract Date Amount Paid Participation Type Goal Type Resave Resave amp New With This Vendor Resave amp New Blank Cancel Delete FY 1213 QTR2 Excavation and site work None selected None selected CT2012800500 6 1 2012 Fal mm dd yyyy Revalidate if you change this date 7 1 2012 sk mm dd yyyy Revalidate if you change this date 25 000 00 If participation of this vendor is as prime contractor and there are subcontractors enter amount retained by the prime contractor after paying aff subcontractors If subcontractor has its ovm subcontractors also report only the amount retained after paying all lower tie
3. Name Email Other Contact 2 Name Email View Draft Send Letter Return 5 Inthe Letter Recipients area select any combination of Primary Contact Secondary Contact Other Contact 1 and Other Contact 2 The Primary Contact Secondary Contract and Other Contact 1 contact information will be auto filled based on the system configuration for the submitting organization Select Other Contact 2 and enter Name and Email to include an additional recipient for the letter 6 Click View Draft to see an exact copy of the letter that will be generated 7 Click Send Letter to send the letter to the selected recipient contacts Click OK to confirm Returning utilization reports If after reviewing the utilization report you determine it is not ready to be accepted for any reason you can return it to the submitting agency for update If you reject any determination request or flag any payment record the report must be returned for update You cannot make updates to the utilization report When the utilization report is returned to the submitting agency you can include specific reasons in the comments area The submitting agency will address the issues and resubmit the report To return a utilization report for updates 1 Open the report you want to return 2 On the Utilization Reporting View Utilization Report page click the Return for Update button Boxes for adding public and private comments display B2Gnow Supp
4. Software for Government dit i amiite Copyright 2013 by B2Gnow AskReply Inc All rights reserved Published in the United States by B2Gnow AskReply Inc www B2Gnow com B2Gnow is a registered trademark of AskReply Inc Printed in the United States of America Third Edition B2GNew Chapter 14 Utilization Reports ccscccsccscsccccccscsccccccscsccccccscscccsccscscecsscscs L 1 Preparing utilization FE PONS wiscnsceeetiverscetieceseavacciedtinnsiseutinescaciansawenspacieceunasiwendauevcansanCaseusiaeiedesieviusesewentene 14 1 Accessing the Utilization Report LISt 14 2 Viewing and adding utilization record details ccccsccscsccsccsccecsccsccccsccnccececcsccececcsccececcsccsceccscececcscs 14 2 Manually adding and editing utilization record details 14 3 Uploading utilization record details from an external System 14 5 Transferring utilization record details from B2GNOW 14 8 Reviewing editing and deleting utilization record details cccsceccsccsceccsccsceccsccnceccnccsceccecesceccnees 14 10 Viewing and adding utilization summary data ccccscssceccsccsccccsccnceccnccsceccnscnceccnccnceccsccsceccsccsceecscencs 14 12 Manually adding utilization summary detailS 14 12 Uploading summary data from an external system 14 14 Including additional information in reports c
5. of all OGS P Contract expenditures processed in quarter for the respective Industry report type S amount of all OGS P Contract expenditures processed in the quarter for the respective Industry report type 26 P Total WBE_Num Long Integer of WBE expenditures processed in the quarter for the respective Industry report type 27 P Total WBE Exp 28 Pref Source Total Num Long Integer 29 Pref Source Total Exp Page 14 34 B2Gnow Support e support b2gnow com Samount of WBE expenditures processed in the quarter for the respective Industry report type of Preferred Source expenditures processed in the quarter for the respective Industry report type Samount ofall Preferred Source expenditures in the quarter for the respective Industry report type B2GNev UTILIZATION REPORTS Order Name Tve ste DeseriptionorNotes 30 Total_Num_Cont_Awarded Long Integer 4 of Contracts Awarded in the quarter for the respective Industry report type C or SC must be 25 000 and CN or CC must be 100 000 Total Cont Awarded Number 5 S value of contracts awarded in the quarter based on eligible Industry type thresholds as noted in 30 A Cont W Goals Num Long Integer of contracts awarded with MBE and WBE goals C or SC must be 25 000 and CC or CN must be 100 000 1 4 33 Total Cont W Goals Number 15 Total amount of the contracts for which goals had been set by the agency in the
6. 345 71 CONSULTING SERVICES CRISTO 7 2 2012 1 345 71 DEMOLITION INC CRISTO 7 2 2012 8 345 71 DEMOLITION INC FUSCO 7 2 2012 345 71 PERSONNEL INC nystestvendori Missing CT2012800500 Missing 7 1 2012 25 000 00 nystestvendor2 Missing CT2012800500 Missing 7 1 2012 50 000 00 ooo 0 0 0 8 6 q CN z025 B 7 2 2012 345 71 You can filter and sort the list To return to the original view click Reset Filters on the right Issue codes Page 14 10 Record complete The data in the record is complete Missing data There is missing data in the record Edit the record fill in the missing data and resave Not certified The vendor was not certified at the time of the transaction award initiation or payment Edit the record to include an explanation E Not certified amp missing data The vendor was not certified at the time of the transaction award initiation or payment AND data is missing Edit the record to fill in missing data and include an explanation Flagged by reviewer The approving agency flagged the record for your review View the record to see the comment and take action as instructed Not certified determination requested The vendor was not certified at the time of the transaction award initiation or payment but you have included a note on the request for consideration by the reviewing agency B2Gnow Support e support b2gnow com B2GNew UTILIZATION REPORTS
7. Amount Number Amount Number Amount Number Amount 0 0 0 0 0 0 0 Additional Information Comments Save Cancel 4 To calculate any of the totals click the Recalculate hyperlink in any column 5 If applicable in the Total P Contracts MBE P Contracts and WBE P Contracts fields enter the total Number and total Amount paid B2Gnow Support e support b2gnow com Page 14 13 B2GNOQW UTILIZATION REPORTS 6 If applicable in the Contract Goal Information box enter the Number and Amount for Preferred Source Total Contracts Issued Contracts w Goals and w Waivers goal information 7 Click Save Uploading summary data from an external system If you use an external system to track your payments you can bulk upload the records into your utilization report The uploaded file must be formatted according to the specified Summary Data Field Layout and must be in a comma separated value file format For more information about formatting data for import see Preparing data to upload from an existing system and the tables at the end of this chapter NOTE This procedure covers the steps for uploading summary data If you do not use an external system for tracking your records you can add records manually For more information see Manually adding utilization summary details To upload utilization summary data 1 Open the report for which you want to upload summary data 2 On the Utilization Reporting View Utilization R
8. a comment click the Edit hyperlink for the comment you want to update edit the comment click Review and then click Save Comments User Date Last Edited Due Date Comment Admin Useri 11 11 2012 Double check the certification status for construction firm 8 04 18 PM EST 2 To delete a comment click the Delete hyperlink for the comment you want to delete and then click OK To view and save a comment to your calendar 1 Ifacommenthas an associated Due Date to add it to your calendar click the Calendar hyperlink Comments User Date Last Edited Due Date Comment Admin Useri 11 11 2012 11 14 2012 Double check the certification status for construction firm 8 05 48 PM EST 2 Click OK to confirm you want to open and save it in your calendar 3 Save the comment using your calendar s tools which vary depending on the calendar software you use e g Microsoft Outlook Sending messages When the system is used to send messages to other users the utilization report will store a complete history of communications for future reference Any message sent or received through the system about a utilization report is saved with the record and can be viewed at any time For example if the submitting user needs to send a colleague a message relating to the utilization report the agency can send the message through the Messages tab To send a message from a utilization report 1 Open the utilization report from which you want to
9. g highway pipe laying bridge work C17 Special Trade Contractors e g plumbing heating surveying D Manufacturing e g production of goods E Transportation Communication and Sanitary Services F G Wholesale Retail Goods e g hospital supplies office products equipment G52 Construction Materials e g lumber paint lawn supplies H Financial Insurance and Real Estate Services Services 173 Business Services e g copying advertising secretarial janitorial 180 Health Services 181 Legal Services 182 Educational Services e g automobile safety tutoring public speaking 183 Social Services e g counselors vocational training 187 Professional Service e g engineering architectural accounting research management consultant services B2Gnow Support e support b2gnow com Page 14 37
10. one or more records and clicking Tran or clicking Transfer All Records for the entire list To delete records select check the box for a payment and click Del or click Delete All Records to clear the entire list and start again Records with issues are flagged by on the right filter by Issue Yes to list only these records To address these issues delete this list and fix the records on their original transactions contract or payment or transfer to the utilization report and correct as instructed 1 2 of 2 records displayed Previous Page lt Page i w gt Next Page Records per page 20 vw Refresh List Reset Filters To resort click on column title To filter click on any drop dovm menu Vendor Date Issue Goal Type Industry 4 Product Contract Actions Select Record Type A Vendor Cod PO Type e m Del Tran AII w AII w AI w All w All w AII w w All w View f Contract nystestvendori Sub MBE Missing Missing CT2012800500 7 1 2012 25 000 00 e View Contract nystestvendor2 Sub WBE Missing Missing CT2012800500 7 1 2012 50 000 00 Transfer All Records Delete All Records Select record type s v Get Records for Transfer Rebuild List With Current Data 10 To transfer all records to the utilization report click Transfer All Records To transfer selected records select the records and click the Tran button in the Select column You can review edit or delete records For more information see Review
11. or select the date on which the vendor was paid Amount Paid Enter the amount paid to the vendor Participation Type Specify whether the vendor is a prime or subcontractor Utilization Information Fiscal Year Fiscal Quarter Transaction Description Industry None selected None selected 6 Product Code Contract Number Purchase Order Number PO or Contract Date Fab men dd yyyy Date Paid ESM mm dd yyyy x Amount Paid If participation of this vendor is as prime contractor and there are subcontractors enter amount retained by the prime contractor after paying all subcontractors If subcontractor has its ovm subcontractors also report only the amount retained after paying all lower tier subcontractors Participation Type Prime v Validate Transaction 7 Click Validate Transaction The system matches the dates entered against the certified directory to auto identify the transaction goal type and the vendor s ethnicity and gender Required fields with incorrect or missing data are highlighted with Page 14 4 B2Gnow Support e support b2gnow com B2GNOQW UTILIZATION REPORTS Utilization Information Fiscal Year Fiscal Quarter Transaction Description Industry None selected None selected Product Code Contract Number Purchase Order Number PO or Contract Date Eak ln Fab mm dd yyyy O If participation of this vendor is as prime contractor and there are subcontract
12. processed in the quarter in low dollar range 15 Mi Sub Low Total Exp S amount of all subcontract expenditures in the quarter for the respective B2Gnow Support e support b2gnow com Page 14 33 Industry report type C or SC w value of 0 24 999 CN or CC w value of S0 99 999 B2GNev UTILIZATION REPORTS Nan we sef DeseriptionorNotes I R N 16 Sub_High_Total_Num Long Integer 4 of subcontract expenditures processed in the quarter in high dollar range 17 17 Sub High Total Exp Number 15 Same as 15 with value of 25 000 for C or SC and With value of 100 000 for CN or CC 18 Sub Grants Total Num Long Integer 4 of all subcontract expenditures processed in the quarter related to grants 19 19 Sub Grants Total Exp Number 15 S amount of all subcontract expenditures processed in grant category for the respective Industry report type 20 Sub_NFP_Total Num Long Integer 4 of all subcontract expenditures processed in the quarter related to not for profit 22 P Total Num Long Integer 4 24 P Total MBE Num Long Integer 4 of MBE expenditures from OGS P Contract processed in the quarter for the respective Industry report type 25 P Total MBE Exp Number 15 Samount of MBE expenditures processed in the quarter for the respective Industry report type S amount of all subcontract expenditures processed in not for profit category for the respective Industry report type
13. to the reason s detailed above Update the report as requested and resubmit Resubmit Report 3 Click Resubmit Report 4 Click OK to confirm you want to resubmit the report for review Reviewing submitted utilization reports After the submitting agency submits a utilization report for acceptance the reviewing agency must review the report and either accept or return it for further updates You can view the report summary on the Utilization Reporting View Utilization Report page The report summarizes the Utilization Report Information the Report Summary Summary Data and Additional Information To view further details use the hyperlinks to access information in each box WARNING This function is available only to the reviewing agency To review utilization report details and summary data 1 From the View menu click Utilization Reports The Utilization Reporting Report List page displays Utilization Reporting Report List Show ONLY utilization reports assigned to you From 8 8 2012 Gabi To 11 8 2012 Fab Go 1 10f1records displayed Previous Page lt Page 1 v gt Next Page Records per page 100 v Refresh List Reset Filters To resort click on column title To filter click on any drop dovm menu Status Orq VEYY Q Details Detail Amount Total Participation Submitted Reviewed Pending Review vy All Review Pending Review NY Agency FY QTR 14 383 6 666 209 0 22 11 8 2012 1213 2 2 To filter the list and view an
14. upload another file click Upload Another File and then click Validate File 7 When the file has been fully validated click Import Data Utilization Reporting Import Utilization Data Report List Utilization Report Detail Comments Messages Reviews Reports Agency FY 1213 QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete File validated and data is ready for import Click Import Data Utilization Report Information Fiscal Year FY 1213 Fiscal Quarter QTR 2 File Status File successfully validated ready for import Total Lines 8 Lines With Data 8 Blank Lines 0 Import Data Upload Another File Return to List 8 To view the imported data after the process is finished click Return to List You can review edit or delete records For more information see Reviewing editing and deleting utilization record details B2Gnow Support e support b2gnow com Page 14 7 B2GNe UTILIZATION REPORTS Transferring utilization record details from B2Gnow If your agency uses B2Gnow s Contract Compliance and Spend Analysis modules you can transfer applicable data from the module into the utilization report To transfer data select the record types to transfer contract PO or contract amp PO review the data and import them into the report When reviewing records you use the status to determine which records need to be fixed To transfer utilization record details 1 Open the report for w
15. validation fails the issues will be listed by record in the Data Errors area Once you update the data in the source file you can retry the file upload You cannot submit the report until all records are in good standing Page 14 6 B2Gnow Support e support b2gnow com B2GNEGW UTILIZATION REPORTS Utilization Reporting Upload Utilization Data Report List Utilization Report Detail Comments Messages Reviews Reports Adirondack Park Agency FY 1213 QTR2 Expenditures 0 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete Utilization 0 Participation 0 00 The tool is for importing detail payment data from a file Click Browse and select a file from your computer Files must by in the correct format any variation will be rejected Click Upload File amp Validate Data after selecting the file The file will be uploaded and all records validated The results will be displayed for review before import Utilization Report Information Fiscal Year FY 1213 Fiscal Quarter QTR2 Return to List Upload Data File Click Browse to choose a file from your computer and click Upload File The file will be uploaded to the system Select File to Upload C Users Krista B2Gnow 2012_User_Guide reutilizationfileforupload sampleutilizationt i Upload File amp Validate Data WARNING Do not upload the same file multiple times The system will import each set of data as new records resulting in duplication 6 To
16. 45 71 4 345 71 11 1 2012 15 000 00 7 2 2012 6 345 71 B 7 2 2012 345 71 CASCADE CONSULTING SERVICES B FUSCO PERSONNEL INC 4 Review the record B2Gnow Support e support b2gnow com Page 14 21 B2GNOQGW UTILIZATION REPORTS Viewing vendor certifications On the Utilization Reporting View Payment page you can quickly view a vendors applicable certification s in the Applicable Vendor Certifications box The list of displayed records is based on date of the payment or transaction You can also access a complete list of a vendor s certifications To view vendor certifications 1 Onthe payment record review the Applicable Vendor Certifications box Hd Applicable Vendor Certifications Type Certified Renewal Expiration Ethnicity Gender WBE 6 25 2002 9 14 2013 9 14 2013 New York State Non Minority Female 2 To view a complete list of certifications click View Vendor s Certifications Utilization Reporting View Payment Report List Utilization Report Detail Comments Messages Reviews Reports FY 1213 QTR 2 Expenditures 0 Time Frame 7 1 2012 to 9 30 2012 Status Returned Utilization 33 383 Participation 0 00 Payments details are listed below Click View Vendor s Certifications to see the full history of this firm Click Edit Payment to update the record Vendor Business Name ASSOCIATION DEVELOPMENT GROUP INC ADG Utilization Report Information Organization NYS Agency Fi
17. A Vendor Type Goal Type Industry Contract PO Product Code Date Amount Issue All v All vy All vy All v All vy All Sub Flooring Sub MBE CN 12 11 7 2012 1 500 00 LLC Add Record Upload Utilization Data Transfer System Records Delete All Records 4 Click Get Vendor and then locate and select the vendor for which you want to add a record You can search for vendors by any single or combination of parameters Once you locate the applicable vendor click Select Vendor B2Gnow Support e support b2gnow com Page 14 3 B2GNew UTILIZATION REPORTS Utilization Reporting Add Detail Record Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete required entry Vendor Vendor Get Vendor Utilization Information Fiscal Year FY 1213 Fiscal Quarter QTR 2 Transaction Description Industry None selected O v radica oo selected 5 From the Vendor Contact and Vendor Address lists select the appropriate information if it has not been auto selected required entry Vendor Vendor B2Gnow Test Vendor 4 Change Vendor Vendor Contact None selected w Vendor Address None selected 6 Complete the fields as needed including the following required fields Industry Select the industry for the transaction Product Code Select the type of goods or services provided Date Paid Enter
18. DG ASSOCIATION 7 2 2012 4 345 71 DEVELOPMENT GROUP INC ADG CASCADE 10 10 2011 1 345 71 CONSULTING SERVICES CASCADE 7 2 2012 6 345 71 CONSULTING SERVICES CRISTO 7 2 2012 1 345 71 DEMOLITION INC CRISTO 7 2 2012 8 345 71 DEMOLITION INC FUSCO 7 2 2012 345 71 PERSONNEL INC nystestvendori Missing CT2012800500 Missing 7 1 2012 25 000 00 nystestvendor2 Missing CT2012800500 Missing 7 1 2012 50 000 00 ooo 0 GO 0 00 6 q CN Z025 B 7 2 2012 345 71 Add Record Upload Utilization Data Transfer System Records Delete All Records 11 In the Select column click the Del button 12 To delete all of the records in the list click Delete All Records Viewing and adding utilization summary data Summary Data displays on the Utilization Reporting View Utilization Report page It defines the agency s total volume by count or dollar amount for expenditure activities by industry Commodities Construction Consultants Construction and Services Consultants You as the submitting agency add summary data through the Summary Data box by manually adding the data or uploading data from an external system Manually adding utilization summary details You can manually add summary data for each of the industries listed in the Summary Data box Commodities Construction Consultants Construction and Services Consultants You add the data for one industry at a time Page 14 12 B2Gnow Support e support b2g
19. List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete File validated and data is ready for import Click Import Data Utilization Report Information Fiscal Year FY 1213 Fiscal Quarter QTR 2 File Status File Status File successfully validated ready for import Records Total Lines 3 Lines With Data 3 Blank Lines 5 Import Data Upload Another File Return to Report 7 To view the imported data after the process is finished click Return to Report The updated values display in the Summary Data box Including additional information in reports You can add file attachments and notes to your report through the Additional Information box on the Utilization Reporting View Utilization Report page To include additional information 1 Open the report for which you want to add information The Utilization Reporting View Utilization Report page displays 2 To attach a file in the Additional Information box click the Attach File button locate and select the file enter a File Title and File Description and then click Attach File Additional Information Attach File View TXT 0 98 KB Summary info txt Attached by Contact Person on Delete Edit Info 11 8 2012 Refresh List after attaching file s Save Notes 3 To show a list of the files you attached click Refresh List 4 To add a comment in the Notes field en
20. Y 5 Industry Text There are 4 types of reports Must be C Commodities SC Services Non Construction related services CN Construction CC Construction Consultants Only Construction related services eg architects engineers surveyors HVAC etc Submit 1 record per industry type Low Total Num Long Integer of expenditures processed in the quarter in low dollar range w 0 24 999 for C or SC and 0 99 999 for CN or CC 7 Low Total Exp Number 15 S amount of expenditures processed in the quarter for the respective Industry report type C or SC w value of SO 24 999 and CN or CC w value of 0 99 999 High Total Num Long Integer a of expenditures processed in the high dollar range 9 High Total Exp Number Same as 7 with value of 25 000 for C or SC Same as 7 with value of 100 000 for CN or CC Grants Grants Total Num 00 Num Long Integer aes of all expenditures processed related to grant s Grants_Total_ Exp Number S amount of expenditures processed in the quarter in grants category for the respective Industry report type NFP_Total_Num Long Integer ano of all expenditures processed in the quarter related to not for profit NFP Total Exp Number 15 S amount of all expenditures processed in the quarter in not for profit category for the respective Industry report type Sub Low Total Num Long Integer 4 of subcontract expenditures
21. ccecescescesescescnces 14 32 B2Gnow Support e support b2gnow com B2GNew B2Gnow Support e support b2gnow com Chapter 14 Utilization Reports Using the B2Gnow system state agencies that are required to submit reports about the certified businesses with which they contract can directly input expenditures and generate utilization reports for submission to the appropriate entities Once submitted the approving agency evaluates and tracks progress in meeting the established contracting goals In this chapter submitting and approving agencies learn how to work with utilization reports Because tasks for both roles are covered please note whether specific tasks are procedures submitting agencies or approving agencies can complete Preparing utilization reports Utilization reports are automatically created by the system at the beginning of every quarter You as the submitting agency can begin adding utilization and expenditure summary details when the report becomes available Reports are due by the 15 of the month after the quarter ends For example a quarterly reporting period would be April 1 to June 30 and the report would be due July 15 TIP Enter data on a monthly basis to give yourself plenty of time to review and submit the report by the quarterly deadline To prepare a utilization report for submission and approval you need to enter or import payment details for all expenses with certified firms made during
22. cceececceccccecceccccecceccececceccscecceccsceccnccsceccesescescecscescces 14 15 Submitting reports for ACCE PLAN CO ki k kk e pawa da ou cede cnccdedvcdenscedonceianvelecvauneuceneiiedaskcencesstunvessevdensecedesnsess 14 16 Withdrawing submitted utilization reports 14 17 Working with returned or withdrawn utilization FEportS 14 18 Reviewing submitted utilization reports ccececceccccecceccccecceccscecceccncecceccscecceccscecceccsceccecescescesescescces 14 19 VIEWING payment F CONAS kip sri akl sp ka kk a ke ak key ko e ko ran 14 21 Viewing vendor ENN NEYE Ossidiana ro ik kipa pe is on ame koi so ina 14 22 Approving and rejecting requests for consideration i 14 23 Fageine F CON S aka al ti a ti ap tk bk a kk Salad ea aa 14 24 Accepting utilization F PON ES reta ia ot e a a n ti e vi nt n al ke r seta iran 14 25 Sending acceptance letters to submitting agencies ccececcsccecsccsccececceccececcnccsceccsccececcscesceccscececencs 14 26 RELUPAING utilization FE PONAS kwa tak kk im ik n n kn ki ek a re ki a ak Rara 14 27 Working with utilization report comments and messages ceecsccsccccsccsccccsccsccccsccsccccsccsccccsccscsecsccncs 14 29 AGO NE TONM aaa poni 14 29 Sending INME SSI S koka oo di klik kk a a ko a e kk e n a e ke e ee ab a ba reto o 14 30 Preparing data to upload from an external system ccsecsccscsececcsccscecceccscecceccscecceccsce
23. com BAGNeEWw UTILIZATION REPORTS Viewing payment records You review payment records prior to accepting reports In some circumstances you must evaluate individual payment records for issues and special requests for consideration and decide whether to approve or reject the request When you open a payment record you view vendor information vendor certifications and utilization payment information You can access a list of the vendor s certifications flag a record and approve or reject the submitting agency s request for consideration To view payment records 1 Open the report you want to view 2 On the Utilization Reporting View Utilization Report page click View Expenditure Details Report Summary Total Expenditures 0 Utilization 104 383 7 records View Records Participation 0 00 View Expenditure Details 3 Click the View hyperlink for the record you want to view To resort click on column title To filter click on any drop dovm menu cc ee Record complete e Not certified determination request rejected e Flagged by reviewer e Not certified determination requested e Not certified but approved by reviewer Vendor Contract Product A Vendor e Goal Type Industry PO ar Date Amount Issue AII w AII w All w All w AII w w All ASSOCIATION DEVELOPMENT GROUP Sub WBE c z025 7 2 2010 INC ADG ASSOCIATION DEVELOPMENT GROUP Sub C z025 E 7 2 2012 INC ADG B2Gnow Test Vendor 4 SC 187 v 3 3
24. d 3 345 71 Participation Type Subcontractor WBE Non Minority Female Reviewer Comment The contact information needs to be checked Until the utilization report is accepted or returned you can reverse the status of this record Reverse Page 14 24 B2Gnow Support e support b2gnow com B2GNOQW UTILIZATION REPORTS Accepting utilization reports Once you have reviewed all elements of a utilization report including detailed and summary payment data and any supporting documentation and approved all determination requests you can accept the utilization report To accept a utilization report 1 Open the report you want to accept 2 On the Utilization Reporting View Utilization Report page click the Accept button Boxes for adding public and private comments display along with an Accept button Utilization Report Information Organization NYS Agency Fiscal Year FY 1213 Fiscal Quarter QTR 2 Time Frame 7 1 2012 to 9 30 2012 Status Pending Review Submitted By Contact Person Date Submitted 11 8 2012 gt Accent Retum for Update Public Review Comments These comments will be visible to the organization and authorized staff Private Review Comments These comments will be visible only to authorized staff Accept 3 To add optional comments accessible to the submitting and approving agencies in the Public Review Comments box enter additional comments Public comments are not visible to any users outside
25. e circumstance changes for a record before you accept or return the report you can reverse the request All requests must be approved before the utilization report can be accepted To reject a request for consideration 1 Onthe payment record review the Requester Comment area Utilization Information e Not certified and determination requested SC Services Consultants 187 Professional Services e g eng architectural accounting research mgmt cons services 11 1 2012 15 000 00 Prime MBE Hispanic Female Requester Comment Certification in process The firm selected for this payment was not certified on the transaction date or payment date A comment has been added for your review Approve or Reject the request If this firm can be counted click lf the firm cannot be counted enter an optional reason and click Reject Approve Approve Optional reason Reject 2 In the Optional reason box enter the reason you are rejecting the request 3 Click Reject To approve a request for consideration 1 On the payment record review the Requester Comment area 2 Click Approve To reverse a rejected or approved request for consideration 1 On the Utilization Reporting Payment List page click the View hyperlink for the record you want to view 2 Click Reverse at the bottom of the page ra lucipauun type rine Goal Type MBE Ethnicity Hispanic Gender Female Requester Comment for consideration
26. eport 3 Click OK to confirm you want to withdraw the report WARNING Reports can only be withdrawn if they are pending review Once accepted they cannot be withdrawn B2Gnow Support e support b2gnow com Page 14 17 B2GNQW UTILIZATION REPORTS Working with returned or withdrawn utilization reports If you withdrew a utilization report or submitted a utilization report for acceptance and the approving agency returned it for further updates you will be notified and the report displays in your Utilization Report List with a Returned status or Incomplete for withdrawn reports To view comments from the reviewing agency 1 From the View menu click Utilization Reports 2 On the Utilization Reporting Report List page click Resubmit Utilization Reporting Report List Show ONLY utilization reports assigned to you From 8 20 2012 ESH To 11 20 2012 ESH Go 1 2 of 2 records displayed Previous Page lt Page 1 v gt Next Page Records per page 10 To resort click on column title To filter click on any drop down menu Refresh List Reset Filters Status VEY Q Details Detail Amount Total Participation Submitted Reviewed Submit Incomplete FY 1213 QTR 3 0 0 0 00 Resubmit Returned FY 1213 QTR2 33 383 0 0 00 11 15 2012 11 20 2012 3 View the comments in the Reviewer Comments field Utilization Reporting View Utilization Report Report List Utilization Report Detail Comments Messages Reviews Rep
27. eport page click the Upload Summary Data button Summary Data Number of Primary Amount of Primary Number of Amount of Contracts Contracts Subcontracts Subcontracts Edit View Commodities 1 966 2 222 069 1 350 Edit View Construction 1 966 2 222 070 0 Edit View Construction Consultants 1 966 2 222 070 0 EditView Services Consultants 0 0 0 Upload Summary Data Click Browse and then locate and select the file you want to upload 4 Click Upload File amp Validate Data The system uploads the file and validates the data If the validation fails the issues will be listed by record in the Data Errors area Once you update the data in the source file you can retry the file upload Actions Industry Utilization Report Information Fiscal Year FY 1213 Fiscal Quarter QTR 2 Return to Report Upload Data File Click Browse to choose a file from your computer and click Upload File The file will be uploaded to the system Select File to Upload C Users Krista B2Gnow 2012_User_Guide reutilizationfileforupload sampleutilizatior Browse Upload File WARNING Uploading the same or new files will overwrite any existing data 5 To upload another file click Upload Another File and then click Validate File Page 14 14 B2Gnow Support e support b2gnow com B2GNOQW UTILIZATION REPORTS 6 When the file has been fully validated click Import Data Utilization Reporting Import Expenditure Data Report
28. hich you want to transfer records 2 On the Utilization Reporting View Utilization Report page click the Add Edit Records hyperlink 3 Click Transfer System Records Utilization Reporting Payment List Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete 1 10f1records displayed Previous Page lt Page v gt Next Page Records per page 20 v 3 c a Ketresn List Keset tiiters To resort click on column title To filter click on any drop dovn menu ke rr ee e Record complete Missing data Not certified e Not certified amp missing data x Flagged by reviewer e Not certified determination requested e Not certified but approved by reviewer A Vendor A Vendor Type Goal Type Industry Contract PO Product Code Date Amount Issue v All vy All vy All w All vy All Sub Flooring Sub MBE CN 12 11 7 2012 1 500 00 LLC Add Record Upload Utilization Data Transfer System Records Delete All Records 4 From the Select record type s list select the type of record you want to transfer Utilization Reporting Payment Transfer Report List Utilization Report Detai Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Expenditures 0 Time Frame 7 1 2012 to 9 30 2012 Status Returned Utilization 0 Participation 0 00 Select a record type and click Get Records For Transfer Payment reco
29. ill be included in the notification to the recipient The file will not be distributed by email or fax due to security restrictions Clear all Revew Next Spell Check Clear Message Cancel 5 Click Send Messaging Review Message Help amp Tools Xi Send a Message Contact Support Submit Feedback Report a Problem Review your message If correct click Send Click any of the blue Edit buttons to make changes To Information To Users Contact Person New York State Sender Information Name Admin User1 Organization NYS Agency User Number 30000114 001 Message Information Subject NYS Agency Utilization Report for FY 1213 QTR 2 Reference Number Message When are you available to answer some questions regarding the utilization report __Egt send Cancel 6 Toreturn to the Messages tab for the utilization report click Return to Record Messaging Message Sent Send a Message Contact Support Submit Feedback Report a Problem Your message has been saved Copies have also been saved to the recipients accounts and distributed by email and or fax to them Return To Record WARNING Sent messages cannot be deleted or recalled B2Gnow Support e support b2gnow com Page 14 31 B2GNOQW UTILIZATION REPORTS Page 14 32 Preparing data to upload from an external system If you as the submitting agency intend to import data from an external system into the B2Gnow Utilization Re
30. ing editing and deleting utilization record details B2Gnow Support e support b2gnow com Page 14 9 B2GNe UTILIZATION REPORTS Reviewing editing and deleting utilization record details You can review utilization record details from the Utilization Reporting Payment List page When reviewing you can identify and fix any issues with the data You can quickly identify problems using the Issue column and the legend at the top of the box Utilization Reporting Payment List Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete Add Record Reporting incomplete pending submission 1 10 of 10 records displayed Previous Page lt Page v gt Next Page Records per page 20 v To resort click on column title To filter click on any drop dovm menu Refresh List Reset Filters e Record complete e Missing data e Not certified e Not certified amp missing data e Flagged by reviewer e Not certified determination requested e Not certified but approved by reviewer Actions Select AVendorA Vendor Type GoalType Industry Contract PO Product Code Date Amount Issue All v AII vy All vy All All v All vy All ASSOCIATION Sub WBE c z025 E 7 2 2010 3 345 71 DEVELOPMENT GROUP INC ADG ASSOCIATION 7 2 2012 4 345 71 DEVELOPMENT GROUP INC ADG CASCADE 10 10 2011 1 345 71 CONSULTING SERVICES CASCADE 7 2 2012 6
31. ization Report Detail Comments Messages Reviews Reports Office for Victim Services FY 1213 QTR 2 Expenditures 0 Time Frame 7 1 2012 to 9 30 2012 Status Accepted Utilization 0 Participation 0 00 Utilization Report Information Organization Office for Victim Services Fiscal Year FY 1213 Fiscal Quarter QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Accepted Submitted By NYSOVS Admin1 Date Submitted 11 6 2012 Reviewed By NYS Admini Date Reviewed 11 6 2012 3 Inthe Acceptance Letter box view a draft of the letter Edit the letter as needed required entry Acceptance Letter E Source W U La Gi eee i Style Format Normal DIV Font Empire State Development m November 9 2012 Adirondack Park Agency Adirondack Park Agency 633 Third Avenue 33rd Floor New York NY 10017 Dear 4 In the Letter Sender area select Primary Contact Secondary Contact or Other Contact The contact information will be auto filled based on the system Page 14 26 B2Gnow Support e support b2gnow com B2GNQW UTILIZATION REPORTS configuration for the reviewing organization The Letter Sender is the name and email that will appear in the email From field Select Other Contact and enter Name and Email to use a different sender contact Contact Information Letter Sender Primary Contact Name Email Other Contact Name Email Letter Recipients Other Contact 1
32. k You can review edit or delete records For more information see Reviewing editing and deleting utilization record details Uploading utilization record details from an external system If you use an external system to track your payments you can bulk upload the records into your utilization report The uploaded file must be formatted according to the specified Expenditure Detail Field Layout and must be in a comma separated value file format For more information about formatting data see Preparing data to upload from an existing system and the tables at the end of this chapter B2Gnow Support e support b2gnow com Page 14 5 B2GNEQW UTILIZATION REPORTS After uploading your file the system lists the records and labels them with an appropriate status If there are no issues you can continue with your report If the status indicates an issue with a specific record you must manually fix the record before submitting or delete the imported record s fix the issue in your source system and bulk upload the file again For example if one of the records shows a vendor with an expired certification you can add a note to the record to request the vendor be considered in meeting the goals The approving agency will approve or deny the request after you submit the report Best practices for preparing files e File must be formatted according to the Expenditure Detail Field Layout e File must be in txt or csv file format e Spli
33. lete Utilization Report Information Organization NYS Agency Fiscal Year FY 1213 Fiscal Quarter QTR 2 Time Frame 7 4 2012 to 9 30 2012 Status Incomplete This report has not yet been submitted When all summary and detailed records have been added and the totals reflect the correct utilization for the reporting period click Submit Report Submit Report 3 Click OK to confirm you want to submit the report for review B2Gnow Support e support b2gnow com B2GNQW UTILIZATION REPORTS Withdrawing submitted utilization reports If you submitted a utilization report for review but need to withdraw it for any reason you can remove it from the acceptance process To withdraw a report for further updates 1 Open the report you want to withdraw from approval The Utilization Reporting View Utilization Report page displays 2 Click Withdraw Report Utilization Reporting View Utilization Report Help amp Tools Xi Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Time Frame 7 1 2012 to 9 30 2012 Status Pending Review Utilization Report Information NYS Agency FY 1213 QTR 2 7 1 2012 to 9 30 2012 Pending Review Contact Person Date Submitted 11 8 2012 This report has already been submitted but not yet reviewed If changes are necessary you can withdraw the report edit and resubmit However once the report is accepted no updates are permitted Withdraw R
34. ments and if a comment was assigned a due date view and save it to your calendar To add a comment to a utilization report 1 Open the utilization report to which you want to add a comment 2 Goto the Comments tab Utilization Reporting Comments Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR2 Expenditures 0 Time Frame 7 1 2012 to 9 30 2012 Status Returned Utilization 89 333 Participation 0 00 Add New Comment Comments No comments found for this report 3 Click Add New Comment 4 Inthe Comment Type area specify whether you want to add a Standard Comment or Comment with Due Date Enter comment information and parameters Click Save Comment to complete the process Comment Type Standard Comment Comment with Due Date EM mmiddiyyyy Add alert for this comment Comments Save Comment a 5 If necessary from the calendar selector select the due date 6 To create an alert for a Comment with Due Date select Add email alert for this comment 7 Inthe Comments area enter your comment 8 Click Save Comment Comments display in the list TIP Comments that are created as an alert will be triggered on the selected Due Date and an email alert sent to you The alert will also be shown on your dashboard To edit or delete a comment B2Gnow Support e support b2gnow com Page 14 29 B2GNOQW UTILIZATION REPORTS 1 To edit
35. n the right Viewing and adding utilization record details Utilization record details provide information about the certified vendors your agency has utilized during the reporting period and allows you to view or add payment details for each vendor This information is used to determine whether the submitting agency is meeting specified goals in contracting with certified businesses When you locate and open the utilization report the Utilization Reporting View Utilization Report page displays a summary of the report including the Utilization Report Information Report Summary Summary Data and Additional Information if any There are three options you can use to enter payment utilization data 1 Enter payment records manually 2 Bulk upload records from an external system 3 Transfer records from the B2Gnow Contract Compliance and Spend Analysis modules if your agency uses those modules Based on the configuration for your account you will have access to Option 1 plus Option 2 or 3 Page 14 2 B2Gnow Support e support b2gnow com B2GNQW UTILIZATION REPORTS Manually adding and editing utilization record details Through the Utilization Reporting Payment List you can manually add payment utilization information for each payment made to a certified vendor such as the industry product code transaction date payment amount and the goal type To manually add utilization record details 1 Open the report for which
36. now com B2GNOQGW UTILIZATION REPORTS To manually add utilization summary data 1 Open the report for which you want to add summary data 2 On the Utilization Reporting View Utilization Report page click the Edit View hyperlink for the industry you want to update The Utilization Reporting Edit Summary Data page displays Summary Data Number of Primary Amount of Primary Contracts Contracts Edit View Commodities 1 966 2 222 069 EditView Construction 1 966 2 222 070 EditView Construction Consultants 1 966 2 222 070 Edit View Services Consultants 0 0 Upload Summary Data 3 Inthe 0 24 999 25 000 Grants or Non Profit fields enter the total Number of Primary Contracts and Subcontracts and the total Amount paid for all Primary and Subcontracts Utilization Reporting Edit Summary Data Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete Actions Industry Utilization Report Information Fiscal Year FY 1213 Fiscal Quarter QTR 2 Industry SC Services Consultants Summary Data Primary Contracts Subcontracts Total P Contracts Number Amount Amount Number Amount 0 0 0 0 0 MBE P Contracts 0 0 0 0 0 WBE P Contracts 0 0 0 Recalculate Recalculate Recalculate Recalculate Contract Goal Information Preferred Source Total Contracts Issued Contracts w Goals w Waivers Issued Number
37. of your agency and the submitting agency 4 To add optional comments only visible to the approving agency in the Private Review Comments box enter additional comments 5 Click Accept 6 Click OK to confirm acceptance the report The Send Acceptance Letter button displays For more information see Sending acceptance letters to submitting agencies WARNING If any payment records require review you will not be able to accept the utilization report If you attempt to accept the report a warning displays Message from webpage 1 record s with determination requests have not been reviewed The Z report cannot be accepted until all records with determination requests are reviewed B2Gnow Support e support b2gnow com Page 14 25 B2GNOQW UTILIZATION REPORTS Sending acceptance letters to submitting agencies After you accept a utilization report you can notify the submitting agency of your action by sending the agency an acceptance letter The letter is sent by email that includes a link to an official PDF letter file that remains in the system for view tracking The email comes from a single Letter Sender and goes to one or more Letter Recipients To send an acceptance letter 1 Open the utilization report for which you want to send a letter The Utilization Reporting View Utilization Report page displays 2 Click the Send Acceptance Letter button Utilization Reporting View Utilization Report Report List Util
38. older report change the From and or To dates and click Go 3 To return to the original view click Reset Filters on the right 4 Click the Review hyperlink for the submitted report you want to review B2Gnow Support e support b2gnow com Page 14 19 B2GNew UTILIZATION REPORTS 5 Toreview individual payment records click the View Expenditure Details button Utilization Reporting View Utilization Report Help amp Tools Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Pending Review Utilization Report Information NYS Agency FY 1213 Fiscal Quarter QTR 2 Time Frame 7 1 2012 to 9 30 2012 Pending Review Contact Person 11 8 2012 mb Accept RetumforUpdate 6 666 209 14 383 4 records View Records 0 22 View Expenditure Details Summary Data Number of Primary Amount of Primary Contracts Contracts Commodities 1 966 2 222 070 Construction 1 966 2 222 070 Construction Consultants 1 966 2 222 070 Services Consultants 0 0 Industry Additional Information View TXT 0 98 KB Summary info txt Attached by Contact Person on 11 8 2012 6 To review Summary Data click the View hyperlink for the industry you want to review 7 Toviewa file attachment in the Additional Information box click the View hyperlink for the file you want to open Page 14 20 B2Gnow Support e support b2gnow
39. ors enter amount retained by the prime contractor after paying all subcontractors If subcontractor has its own subcontractors also report only the amount retained after paying all lower tier subcontractors Prime w Validate Transaction 8 To save the record and return to the Utilization Reporting Payment List page click Save 9 To save the record and add another record for the same vendor click Save amp New With This Firm 10 To save the record and add a record for a different vendor click Save amp New Blank If the vendor was not certified at the time of the transaction contract award or purchase order issuance or date of payment the system will not permit you to automatically claim credit for the payment In such a situation you must note the reason why you believe this payment should be counted Your request will be reviewed and approved or rejected I Type None selected v Revalidate if you change this setting If a goal type is selected also choose Ethnicity None selected Gender None selected v Vendor does nothave an applicable certification for the selected goal type Either change the goal type to match the vendors certification s revalidate transaction or request they be counted by including a reason below Your request will be reviewed and approved or denied Vendor is currently in process of renewing certification Save Save amp New With This Vendor Save amp New Blan
40. ort e support b2gnow com Page 14 27 B2GNOQW UTILIZATION REPORTS Utilization Report Information Organization NYS Agency Fiscal Year FY 1213 Fiscal Quarter QTR 2 7 1 2012 to 9 30 2012 Pending Review Contact Person Date Submitted 11 8 2012 gt Accent Public Review Comments These comments will be visible to the organization and authorized staff Private Review Comments These comments will be visible only to authorized staff Return for Update 3 To add required comments accessible to the submitting and approving agencies in the Public Review Comments box enter the reason you are returning the report Public comments are not visible to any users outside of your agency and the submitting agency 4 To add optional comments only visible to the approving agency in the Private Review Comments box enter comments about returning the report 5 Click Return for Update 6 Click OK to confirm you want to return the report The utilization report reflects the Returned status but still displays in the Utilization Report List Page 14 28 B2Gnow Support e support b2gnow com B2GNOQW UTILIZATION REPORTS Working with utilization report comments and messages Adding comments Comments can be added to a utilization report to make notes set up alerts and trigger reminders Any comments associated with a specific utilization report display in a list on the Comments tab You can add comments edit or delete existing com
41. orts NYS Agency FY 1213 QTR2 Expenditures 0 Time Frame 7 1 2012 to 9 30 2012 Status Returned Utilization 33 383 Participation 0 00 Utilization Report Information Organization NYS Agency Fiscal Year FY 1213 Fiscal Quarter QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Returned Submitted By Admin User1 Date Submitted 11 15 2012 Reviewed By NYS Admin3 Date Returned 11 20 2012 Reviewer Comments Needs more info To update the utilization report and resubmit for review 1 Open the report you want to resubmit for acceptance The Utilization Reporting View Utilization Report page displays 2 Review the comments on the flagged or rejected detail records and update as requested Flagged records are noted by rejected records are noted by If the reviewer does not permit your agency to claim credit for a vendor you must delete the payment record from the utilization report Page 14 18 B2Gnow Support e support b2gnow com BAGNeEWw UTILIZATION REPORTS Utilization Reporting View Utilization Report Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR2 Time Frame 7 1 2012 to 9 30 2012 Status Returned Utilization Report Information NYS Agency FY 1213 QTR 2 7 1 2012 to 9 30 2012 Returned Contact Person Date Submitted 11 8 2012 Reviewed By NYS Admin3 Date Returned 11 8 2012 Reviewer Comments Needs more info This report has been returned due
42. ports module the data must be formatted correctly and must be saved in a comma separated value file format Surround text fields with quote marks Two files should be prepared each quarter one for detail records the list of certified firms used and one for expenditure summary records Expenditure transactions should be compiled so that the result is one record per expenditure Uploaded data must be formatted according to the data tables in the following section Use one record per line and break large files into smaller files All of the listed fields must be provided for each record but fields not applicable to an expenditure summary record or toa detail record would result in a blank space separated with commas Sample Expenditure Summary Data 28000 STATE UNIVERSITY OF NEW YORK 1213 1 C 0001942 00001666299 47 0000024 00000555770 33 0000000 00000000000 00 0 000772 00002888474 55 0000024 00000020724 16 Sample Utilization Detail Data 28650 1213 1 CN 110462530 262 GREEN STREET 262 GREEN STREET BROOKLYN NY 11222 W C 4 5 12 0 00 00 Z025 56345 71 P B2Gnow Support e support b2gnow com B2GNe UTILIZATION REPORTS Table Expenditure Summary Data orde name e site Beken ankete a Lo O ree fe meor O Like Empire State Development DED etc SEI A O E I nni ili Must be 1 2 3 4 representing each quarter of F
43. quarter for the contracts awarded based on eligible Industry type thresholds noted in 33 4 of Contracts for which agency waived goals for the contractor in the eligible Industry types 15 Total value of the contracts with waivers based on eligible dollar ranges of Industry types 31 32 Cont W Waivers Num Long Integer B2Gnow Support e support b2gnow com Page 14 35 B2GNe UTILIZATION REPORTS Page 14 36 Table Expenditure Detail Report Record of certified firms utilized in the quarter DE re e e me nn a e o arwr 3 icesonasiressimi toe a oumes ooo e tectonaasresine toe 0 Konnen e Ko ee K lt lt o fens ee a ee a Locationzp Text 10 Like 12245 or 12245 xxxx use dash for plus 4 zip Cu Conve one Fo pae ves ome tke 1 252 roas conraaoaeorroone 15 ContractNumber ss Text s Like C930006 May also be a Purchase Order Number Tas amount ve number ukeszsasomomuoe The new system offers three additional fields at the end of the utilization detail record These fields are not required but if included all three must be at the end of the record in the order listed B2Gnow Support e support b2gnow com B2GNev UTILIZATION REPORTS Description of MWBE Utilization Product codes A Agriculture Landscaping Mining e g Geological Investigation C Construction C15 Building Construction General Contractors C16 Heavy Construction e
44. r subcontractors Subcontractor v MBE Y Revalidate if you change this setting if a goal type is selected also choose Ethnicity None selected v Gender None selected Vendor does not have an applicable certification for the selected goal type Either change the goal type to match the vendors certification s revalidate transaction or request they be counted by including a reason below Your request will be reviewed and approved or denied 6 If you have changed the vendor or any date field click the revalidate hyperlink next to the updated field to verify the certification status 7 Click Resave B2Gnow Support e support b2gnow com Page 14 11 B2GNe UTILIZATION REPORTS To delete a record 8 Openthe report for which you want to delete records 9 On the Utilization Reporting View Utilization Report page click the View Add Expenditure Details button 10 Use the checkboxes to select the items you want to delete Kerresh List Reset Filters To resort click on column title To filter click on any drop dovm menu Record complete O Missing data 30 Not certified e Not certified amp missing data e Flagged by reviewer e Not certified determination requested e Not certified but approved by reviewer Actions Select AVendor Vendor Type GoalType Industry Contract PO Product Code Date Issue All v vy All vy Al v All vy All ASSOCIATION E 7 2 2010 3 345 71 DEVELOPMENT GROUP INC A
45. rds applicable to this utilization report time frame will be pulled from the system and tabulated for review Selectrecord type s v Get Records for Transfer 5 Click Get Records to Transfer 6 Click OK The Utilization Reporting Payment Transfer page displays 7 Click OK again Records highlighted with amp have one or more issues that must be resolved You can click the view hyperlink to the left of the record to access and update the source contract record or payment record Or you can transfer the record with its error s to the utilization report and fix the issue there All issues must be resolved to submit the utilization report for review 8 To update a source contract record or payment record from the Payment Transfer page click Rebuild List with Current Data to re pull the most recent information Page 14 8 B2Gnow Support e support b2gnow com B2GNe UTILIZATION REPORTS 9 To delete records from the list select the records to delete and then click the Del button at the top of the Actions column Utilization Reporting Payment Transfer Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Expenditures 0 Time Frame 7 1 2012 to 9 30 2012 Status Returned Utilization 0 Participation 0 00 Payment records applicable to this utilization report time frame have been tabulated for review You can transfer the records to the utilization report by selecting
46. scal Year FY 1213 Fiscal Quarter QTR2 Time Frame 7 1 2012 to 9 30 2012 Contact Tax ID Number 161516494 Address 262 GREEN STREET BROOKLYN NY 11222 Return To List EditPayment Phone 518 465 7085 518 427 9495 View Vendor s Certifications i kathy adgcommunications com Applicable Vendor Certifications Type Certified Renewal Expiration Organization Ethnicity Gender WBE 6 25 2002 9 14 2013 9 14 2013 New York State Female Inority 3 On the Vendor Profile Certifications page view the vendor s current certifications Vendor Profile Certifications Business Name LEARNER CENTERED INITIATIVES LTD Main General Info Public Profile Users Commodity Codes Contacts amp Owners Comments Reviews Certifications Contracts Site Visits Current Certifications Action Effective Renewal Expiration Organization Reviewer Actions New 11 28 2011 11 28 2014 11 28 2014 New York State View New 11 28 2011 11 28 2014 11 28 2014 New York State View Page 14 22 B2Gnow Support e support b2gnow com B2GNOQW UTILIZATION REPORTS Approving and rejecting requests for consideration In some circumstances the submitting agency may request approval for including payment from a vendor that is not certified or was not certified at the time of payment or transaction initiation If the agency requests approval you can read the agency s comments and determine whether to approve or reject the request for consideration If th
47. send a message 2 Goto the Messages tab Utilization Reporting Messages Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Expenditures 0 Time Frame 7 1 2012 to 9 30 2012 Status Returned Utilization 89 383 Participation 0 00 To send a message select a recipient from the drop down menu and click Send Message The message will be send by email and a copy saved below Select a contact v Send Message Messages No messages found 3 From the Select a contact list select the contact to which you want to send a message and then click Send Message The Messaging Send Message page displays Page 14 30 B2Gnow Support e support b2gnow com B2GNew UTILIZATION REPORTS 4 Inthe Message field enter the message and then click Review Next Messaging Send Message Help amp Tools Send a Message Contact Support Submit Feedback Report a Problem Enter the details of your message Click Review to continue The recipient list for this message has been saved and you can add other recipients at anytime required entry Contact Person New York State Remove Clear Emails Separate email addresses with commas Message Subject NYS Agency Utilization Report for FY 1213 QTR 2 Message Attach File Files will be attached to the system record and available for download from the system A link to download the file from the system w
48. t large files into smaller files to make it easier to identify and fix errors You do not need to upload the utilization data all at once To upload utilization record details 1 Open the report for which you want to upload records 2 On the Utilization Reporting View Utilization Report page click the View Add Expenditure Details button 3 Click Upload Utilization Data at the bottom of the page Utilization Reporting Payment List Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete 1 i of i records displayed Previous Page lt Page v gt Next Page Records per page 20 v x Ketresn List Keset Filters To resort click on column title To filter click on any drop dovm menu I C rT T e Record complete Missing data Not certified e Not certified amp missing data e Flagged by reviewer e Not certified determination requested Not certified but approved by reviewer A Vendor A Vendor Type Goal Type Industry Contract PO Product Code Date Amount Issue All v All vy All vy All All v All vy All v Sub Flooring c 11 7 2012 1 500 00 LLC Add Record Upload Utilization Data Transfer System Records Delete All Records 4 Click Browse and then locate and select the file you want to upload 5 Click Upload File amp Validate Data The system uploads the file and validates the data If the
49. ter the comment and then click Save Comment Changes TIP Attached files and notes will be visible to the reviewer Use these functions to provide any additional information necessary to support your utilization report B2Gnow Support e support b2gnow com Page 14 15 B2GNOQW UTILIZATION REPORTS Page 14 16 Submitting reports for acceptance After updating reports with utilization and summary information you submit the report for acceptance When the approving agency receives the report the agency will review it and either accept or return the report for updates If the agency accepts it the report is complete and no further updates can be made If the agency returns it the submitting agency can review and update the report before resubmitting it for review Submitted reports display a Pending Review status on the Utilization Reporting Report List page You can View the report but you cannot make further updates unless you withdraw the report If you need to make further changes withdraw the report make the changes and then submit it again To submit a report for acceptance 1 Open the report you want to submit for acceptance The Utilization Reporting View Utilization Report page displays 2 Click Submit Report Utilization Reporting View Utilization Report Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Time Frame 7 1 2012 to 9 30 2012 Status Incomp
50. the quarter You also add summary data for each industry category including the number and payment amounts for prime and subcontractors WARNING This function is available only to submitting agencies B2Gnow Support e support b2gnow com Page 14 1 B2GNOQW UTILIZATION REPORTS Accessing the Utilization Report List The Report List displays a list of reports for submitting and approving agencies to view as well as summary information about each report such as a report s current status actions that can be performed reporting dates and dollar amounts Depending on your agency role whether submitting or approving utilization data the information displayed may differ For example submitting agencies can view submit or resubmit reports The approving agency can view reports for acceptance To access the Utilization Report List 1 Open the View menu and then click Utilization Reports The Utilization Reporting Report List page displays 2 Toviewa specific report in the Actions column click the View Submit or Resubmit hyperlink for the report you want to open Utilization Reporting Report List Show ONLY utilization reports assigned to you From 8 7 2010 Es To 11 7 2012 sk Go 1 10f1records displayed Previous Page lt Page v gt Next Page Records per page 10 3 To filter the list and view an older report change the From and or To dates and click Go 4 To return to the original view click Reset Filters o
51. you want to add a record 2 Onthe Utilization Reporting View Utilization Report page click the View Add Expenditure Details button Utilization Reporting View Utilization Report Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete Utilization Report Information NYS Agency FY 1213 QTR 2 7 1 2012 to 9 30 2012 Incomplete This report has not yet been submitted When all summary and detailed records have been added and the totals reflect the correct utilization for the reporting period click Submit Report Submit Report Report Summary Total Expenditures 2 422 070 Utilization 1 500 1 records Add Edit Records Participation 0 06 View Add Expenditure Details 3 Click Add Record at the bottom of the page Utilization Reporting Payment List Report List Utilization Report Detail Comments Messages Reviews Reports NYS Agency FY 1213 QTR 2 Time Frame 7 1 2012 to 9 30 2012 Status Incomplete 1 i of i records displayed Previous Page lt Page v gt Next Page Records per page 20 v ti i Ketresn List Keset Filters To resort click on column title To filter click on any drop dovm menu A n e Record complete 90 Missing data Not certified e Not certified 8 missing data a Flagged by reviewer e Not certified determination requested e Not certified but approved by reviewer A Vendor
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